The different steps required in creating an Org Chart based review cycle
Lattice reviews are customizable and easy to create. We'll help walk you through them in a few easy steps.
Before you actually set up your cycle, there are two steps below!
First, Creating the Review Template
The first step in setting up a review cycle will be creating the review template. This is where you set up what you would like to ask each review group.
For instance, if you wanted to assign a review group a self-evaluation review, you would want to create a self-evaluation template. You could also create one for direct reports giving upward feedback, peers giving feedback, and managers giving feedback.
Next, Setting Up Scored Attributes
Before we put everything together into one cycle and launch, the second step is to set up scored attributes. This is helpful to set up if you would like managers to score their direct reports.
The benefits of using scores is that it makes it easy to evaluate their employees on the qualities your company values most. It also gives you some interesting analytics that easily ties to Engagement if you have our Engagement tool!
Now, Creating the Review Cycle
This is where everything comes together. We've set up those templates, we've set up the scored attributes (if you want to use them), and now we can set up the cycle!
Step 1: Navigate to the "Admin" page from the discovery navigation.
Step 2: On the left secondary navigation, select "Reviews."
Step 3: Start your new review cycle by clicking "Create new cycle."
Step 1: Name Your Review
This can be anything you want it to be and will show up in the different communications we send to employees and managers regarding your review.
Note: If you have project-based reviews enabled, make sure that "Org chart review (default)" is selected.
Step 2: Select Reviewees (Participants)
Keep in mind that the org chart and reporting relationships should be set before completing the review cycle setup. You can make changes in-flight, but it is best practice to have the reporting relationships set before launch.
Reviewees are the people who will be reviewed in this review cycle. You can either select "All employees" or choose specific employees.
You can choose Reviewees by Org Chart, Department, Individuals, or Custom Attribute. You can also upload a CSV of email addresses. To learn more about that, check out "Creating a Review Cycle by CSV Upload."
Keep in mind that you will choose Reviewers at a later time. These are just people who will be reviewed and receive a review packet in this cycle.
Step 3: Reviewers
You can then choose the types of reviewers you want to have along with the templates you'd like each of your reviewer types to fill out.
Lattice gives you the freedom to ask different questions for each type of reviewer by putting in a separate template for each kind of reviewer. Some teams choose to use the same set of questions for each type of reviewer, while others prefer to have specific templates for each. Whichever method you prefer, we provide a solution.
If you've chosen a Review that includes peer selection, you'll also be prompted to choose who selects the peers to be reviewed. Lattice offers two ways to handle this process during the setup:
1. Managers select peers for their direct reports
2. Reviewees nominate their own peers and get them approved by their manager.
Admins also have the ability to limit the number of peer reviewers that managers or reviewees can choose by clicking "Limit number of peer reviewers" and typing in the amount they want it limited to.
If Reviewees can nominate their own peers, you'll see an array of "Advanced options" to check on and off, such as allowing Reviewees to nominate themselves to review others or to be able to draft their reviews during the Peer Selection phase.
Best Practices for Peer Selection: If you are not under a time constraint, we often recommend allowing Reviewees to nominate their own peers. This gives them some ownership over the platform while still giving their manager (and the Admin) the final say. Any changes that the manager makes will not notify the Reviewee.
Under "Ordering," you will choose which order the manager should complete their review.
If you want managers to fill out their reviews simultaneously as all other reviewers, then choose "At the same time as their direct reports' other reviewers."
If you would like managers to complete their reviews only after all reviews have been completed for their direct reports, then choose "After all other reviews are submitted for their direct reports." To learn more about managers submitting reviews last, check out "When Managers Submit Their Reviews Last".
Under "Visibility," you can choose whether or not managers get access to reviews written about their direct reports throughout the review cycle.
Under "Scored attributes," you will be able to add specific attributes that you've already created for this review cycle.
- Calibration: If you would like to have a round table discussion after the review cycle to discuss scores and make any changes for your Org, you can turn on Calibration. This allows you to export these scores, make any changes, and re-upload them into the system. To learn more about Calibration, click "Calibration in Review Cycles."
- Weighted scores: This is helpful if you have some scored attributes, such as "creativity," that you would like to weigh differently from others, such as "performance." By turning on Weighted Scores, you will be able to export this data, weigh these scores offline in a CSV, and then import a final score for an employee.
Now it is time to decide what each Reviewee will see when they receive their review packet.
There are a variety of different visibility options for the review packet. Keep in mind that nothing is shared until a manager releases the report to the specific reviewee.
Regardless of what option you select, a manager will still need to release the report.
Manager's review and summary:
You can determine what level of visibility the employee has into the manager's review. You can share the review, the review, and a summary (if you've chosen for them to write a summary), or just the summary.
Other reviews (Upward, Feedback, Downward):
- Share all Feedback with reviewers' names attached - All feedback with names attached will be shared with the reviewee.
- Share all feedback, but with peers' and direct reports' comments anonymized - All feedback will be shared, but any feedback given by a peer reviewer or by a direct report will not have a name associated with it.
- Share all feedback only with the manager - The peer and upward feedback go to the employee's manager. If you use this setting, it's recommended that you include the final summary, so the manager has a place to summarize any feedback with the direct report from the peer/upward reviews.
Best Practice for Deliverables:
- For organizations that may want to take a small step towards helping employees get comfortable sharing candid feedback, we recommend configuring your employee's reviews, so the peers and direct reports' comments are shared anonymously.
- To ensure anonymity, we recommend giving direct reports and peers the same templates (the same questions), so it is more difficult to figure out who said what.
Read more about customizing the deliverables by checking out "Review Cycle Deliverables."
Under "Control," you can choose whether or not you want to give access to managers to end review cycles for their direct reports so that they can control the pace of the review cycle and when they share their packet.
Otherwise, the manager will have to wait for the admin to close out the review cycle.
Best Practice for Control:
- If this is your company's first review cycle, we typically recommend that the Admin keeps this control and ends each phase for everyone together. Once managers are more familiar with the process, then you may want to give them this control.
Here, you can determine what (if any) attributes are shared with an employee in their review packet.
If you have turned on Weighted Scoring, you can determine if you want the weighted score shared with the employee in their review packet.
Sequence: Review Timeline
You have the ability to run your review cycle manually or on a set timeline. Would you like to begin and end each phase of the review cycle manually, or would you like to choose dates in advance and draft emails in advance, which will then move the cycle along automatically?
Best Practice for Sequence: For the first review you set up, we suggest running it manually to have more flexibility and ensure your employees have completed all tasks before the review closes.
To learn more about setting up your review on a timeline, click "How to Create a Review on a Timeline Sequence."
Lattice will give admins visibility into some potential problems in the data check step before they’ve finalized setting up their cycle. This includes employees missing managers, goals, or custom fields. We will also flag users who have not yet been invited to Lattice (and therefore not get any email communication about the cycle). Learn how to address the errors in "Review Cycle Data Check."
Verify and create
Once you are done setting up your review cycles, check out your settings to make sure everything is to your liking, and when you are ready, just hit "Create Review Cycle."
IMPORTANT Note: clicking this "Create review cycle" will not launch you into the review cycle. You will still need to launch the first phase!
For the next steps, visit "The 360 Review Process".